1.0 Introduction
Kwacha Pension Trust Fund is a single employer defined benefit pension Fund that is regulated by the Pensions and Insurance Authority (PIA).
The Fund invites proposals from reputable and experienced Firms for the supply and configuration of an Electronic Records Management System. The selected Firm will also assist the Fund to migrate from its current manual and paper-based records management processes to automated paperless processes and systems.

2.0 Objectives and Scope of Work
The objectives of the Project and Scope of Work are as follows:
i. To supply, configure and install an automated System which will ensure safe and secure electronic management of records in an efficient and effective manner. The system will comply with the Fund’s Policies, the Zambian regulatory framework, and international best practices;
ii. Develop a Functional Requirements document to clearly outline the problem summary, project goals and objectives, the proposed technology and how it will benefit the users;
iii. Provide a detailed description of the Electronic Records Management System’s capabilities and functionalities;
iv. Facilitate easy access and retrieval of electronic records from the System by authorized personnel;
v. Provide a powerful search functionality including full-text search, metadata search and keyword filtering;
vi. Provide an electronic index of all manual records for easy retrieval and tracking of manual records;
vii. Management of information throughout its life cycle. This includes identification, classification, storage, retrieval, tracking, reporting and permanent preservation of records;
viii. Carry out an independent business process review and make the relevant recommendations to Management;
ix. Document the various business process workflows for concise implementation of the Project, including development of required electronic forms;
x. Provide a detailed scope and schedule for the implementation of the Project;
xi. Make recommendations on cost effective tools required to support the project, pre and post implementation;
xii. Facilitate the automation and storage of already existing paper records on to the system;
xiii. Provide weekly progress updates to the steering Committee on the implementation of the project in line with agreed timeframes;
xiv. Conduct user acceptance, security and risk and compliance training leading to sign-off and handover upon the fulfilment of the set terms of reference;
xv. Recommend back-up and recovery procedures in maintaining the application system and the database; and
xvi. Propose a support structure for the day-to-day electronic document management processes post implementation as will be required.

3.0 Qualifications and Requirements
a) The Firm should demonstrate experience and expertise in document Automation, Archiving and Records Management/ Information Management systems in Zambia, of not less than 5 years;
b) Experience in the Pensions and Insurance Industry will be advantageous;
c) The lead team should possess post-graduate qualifications in Computer Science, Software Development or a related field. A Project Management or Business Process Engineering qualification is also desirable for the Lead Consultant;
d) CVs/profiles for the lead team including copies of professional certifications;
e) An outline of the team structure which should highlight the roles and responsibilities of team members;
f) Technical and Financial Proposals. The Financial Proposal must be Value Added Tax (VAT) at 16% inclusive, with a bid validity of not less than 90 days;
g) A summary of relevant experience, including three (3) recent reference letters for similar assignments within the last 5 years;
h) A description of the understanding of the scope of works and the approach to be used, including timeframes;
i) PowerPoint presentations to demonstrate System functionalities will be required as part of the evaluation process;
j) Valid Zambia Revenue Authority (ZRA) Clearance Certificate for the year 2024;
k) Certificate of Registration with PACRA. Copies of National IDs or passports of shareholders/ Directors/ Partners and Senior Management with clear distinction on who Shareholders/ Directors/ Partners are and who the Management team is;
l) ZICTA and ICTAZ Registrations; and
m) Membership with the Library and Information Association of Zambia will be an added advantage.

4.0 Duration
The project shall be expected to be completed within 90 days after engagement of the successful bidder.
5.0 Deadline for Submission of Proposals
Interested Firms or Consultants are required to submit sealed envelopes of their proposals (2 copies) on Wednesday, 23rd October 2024 at 16:00 hours local time, marked “PROPOSAL FOR RECORDS AUTOMATION AND MANAGEMENT SYSTEM” to the following address:

The Director
Kwacha Pension Trust Fund
Plot No. 5534, Corner of Kakola and Libala Roads
Kalundu
LUSAKA
+260 (211) 291 985 / +260 (764) 241 692

Kindly note that the Financial and Technical proposals should be submitted in separate envelopes.

6.0 Queries
Questions regarding this Expression of Interest should be submitted via post or email info@kptf.org.zm no later than 23rd October 2024. Electronic, late and unlabelled submissions will be rejected.

THE FUND RESERVES THE RIGHT TO DISCONTINUE THE PROCESS WITHOUT ANY RECOURSE TO THE PARTICIPANTS